Administrative Assistant

Summary: Under the local supervision of the Branch Manager, this position provides administrative, and operations support for branch operations of a projects-based company. Essential tasks include electronic and paper filing of supporting documentation for each project, billing, payroll coordination, accounts payable support, supply ordering, and special projects. Interacts with a diverse group of important external callers as well as internal contacts at all levels of the company.

Essential Duties and Responsibilities include the following. Other duties may be assigned to meet business needs.

• Professionally manage incoming calls and redirect accordingly
• Sort and distribute mail, both internal and external (electronic and hard)
• Prepare correspondence, reports, worksheets, and other documents
• Maintain and order office supplies, kitchen supplies and equipment
• Communicate proactively with supervisor
• Maintain office records, including job records

Qualification/Requirements:

• Excellent verbal communication skills
• Ability to work Independently with minimum supervision
• Working knowledge of MS Office (Word, Excel, Outlook)
• Detail orientated and work with a high degree of accuracy
• Ability to work under pressure and time sensitive deadlines
• Ability to multi-task

Education/Training/Experience:

• High school diploma or GED, bachelor’s degree a plus
• Customer service/bookkeeping/payroll experience preferred

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and bend and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The work is performed primarily in an office setting. The noise level in the work environment is moderate.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.